Submission Requirements

Required Documents for Review of New Submissions to the HIPC

HIPC Application

Complete all questions in the application.  Applications that are not completed in full will not be reviewed by the HIPC. Referencing the protocol and/or attachments is not acceptable as an alternative to completing each section of the HIPC application. All information must be typewritten. Do not use a font size smaller than 10 points. 

Please use simple, non-technical terms and try to avoid medical jargon and acronyms. The HIPC is made up of members with expertise across a range of areas, including public representatives.  It is helpful if the project is explained in lay terms so that all members can review the submission with a clear understanding of its content.

 10 Copies + 1 e-mailed copy

Data Extraction Form  -  List the specific information/variables that will be extracted and collected from each administrative database.

  10 Copies + 1 e-mailed copy
 

Conflict of Interest Disclosure Form – Only required if a research team member is aware of a conflict of interest

 1 copy
 

Proof of Funding  -  Submit a copy of a letter of support from the granting agency. If grant funding has not been awarded at the time of submission to the HIPC, a letter of support for alternative funding must be attached. E.g. if internal department funds will be used in lieu of grant funding, a letter of support from the department head is required.

 1 copy
 

Ethics Approval  -  Submit a copy of all research ethics board approvals. Note that a submission to a research ethics board may be made concurrently with a submission to the HIPC; however, projects will not receive final approval until the appropriate documentation is received by the HIPC Coordinator.

 1 copy

Project Protocol -  The HIPC requires that the information provided in the project protocol is captured in the appropriate sections of the HIPC application. In the case of discrepancy between the project protocol and the information provided in the HIPC application, the latter will prevail.

 1 copy

Other Approval(s) (WRHA, CCMB, etc.) - It is the responsibility of the researcher to obtain all necessary and applicable approvals from the trustees of data that will be linked/merged with data held by the Government of MB.

 1 copy

Manitoba First Nations – Health Information Research Governance Committee or Other Appropriate First Nations, Métis or Inuit Letter of Support (if applicable) - Stratification of analysis or outcomes according to First Nations, Métis or Inuit populations requires a letter of support from an appropriate First Nations, Métis or Inuit partner.

 1 copy

Participant Information and Consent Form(s) - (if applicable)

 10 Copies + 1 e-mailed copy

Letter(s) of Invitation to Participate - (if applicable)

 10 Copies + 1 e-mailed copy

Questionnaires and Other Material(s) to be given to participants - (if applicable)

 10 Copies + 1 e-mailed copy

Other Supporting Documents

Consult the HIPC Coordinator

 *Completed submissions MUST be received by the submission deadlines posted.


For more information about the Committee:

To send a submission, or for further information about the Committee, please contact:

Health Information Privacy Committee
Manitoba Health, Seniors and Active Living
4043 - 300 Carlton Street
Winnipeg MB  R3B 3M9